Administrative Assistant

DYADlaw, P.C.; Vista (CA); On-site; USD 26,000 - 32,000; Full time

Benefits offered by this job

Medical insurance

Dental & Vision Insurance

FSA

401(k) match

Life Insurance

Disability insurance

PTO 80 hours

Sick leave

Holidays 8/year

Development program

Job summary

DYADlaw, P.C. is seeking a proactive Office Admin Assistant to support day-to-day operations for clients and the legal team in Vista, CA.

The role coordinates administrative tasks, prepares client documents, handles correspondence, and assists with FOIA and FBI fingerprint submissions in a fast-paced environment. The ideal candidate is bilingual English/Spanish, committed to confidentiality, and capable of maintaining accurate case information while delivering professional, empathetic client

Qualifications

• Associate's degree or 1–3 years of administrative or clerical experience; legal or professional services preferred.
• Bilingual English/Spanish required due to regular communication with English- and Spanish-speaking clients.
• Strong organizational and time-management skills.
• Excellent attention to detail and document accuracy.
• Strong written and verbal communication skills.
• Proficiency with office technology, digital document systems, and case management software.
• Ability to manage multiple priorities in a fast-paced environment.
• Professional, adaptable, proactive, and collaborative.
• Maintain confidentiality with sensitive information.
• Commitment to DYADlaw's mission and immigrant communities.

Responsibilities

• Serve as a professional point of contact for clients and visitors.
• Maintain an organized, welcoming office environment.
• Assemble and distribute client welcome packets and final application packets.
• Prepare case documents for review, including contents pages and cover letters.
• Assist with FOIA requests and FBI fingerprint submissions.
• Process mail and coordinate in-person client appointments.
• Support USCIS correspondence and other case-related communications.
• Assist with scheduling and deadline coordination for attorneys.
• Update tasks, notes, and documents in the case management system.
• Process payments and maintain transaction records when applicable.
• Prepare reports, correspondence, and other admin documents.
• Coordinate with departments on shared tasks and initiatives.
• Suggest improvements to administrative processes and client service.
• Maintain confidentiality of sensitive client information and legal documents.
• This role provides administrative support only, not legal advice.

Skills

Bilingual English/Spanish

Organizational skills

Time management

Attention to detail

Communication skills

Confidentiality

Client service orientation

Adaptability

Education

Associate's degree

Tools

Case management software

Digital documents

Job description

DYADlaw, P.C. is seeking a proactive, organized, and detail-oriented Office Admin Assistant to support our day-to-day office and client service operations.

This position plays an important role in supporting clients and the legal team by coordinating administrative tasks, preparing and organizing client documents, processing correspondence, assisting with FOIA and FBI fingerprint submissions, and maintaining accurate case information.

The ideal candidate is bilingual in English and Spanish, comfortable working in a fast-paced professional environment, and committed to providing excellent service while handling confidential information with care and discretion.

Work Environment

This is an in-office position located at 380 S. Melrose Drive, Suite 414, Vista, CA 92081.

Our work environment is fast-paced and deadline-driven. Team members are expected to demonstrate professionalism, accountability, accuracy, clear communication, and attention to detail.

Because immigration matters may involve sensitive or difficult circumstances, this position also requires empathy, discretion, and resilience. Team members should be comfortable learning new procedures and adapting to changes in processes and legal requirements.

Benefits

• Medical insurance – 100% employee premium coverage and 75% dependent premium coverage
• Dental and Vision Insurance
• FSA
• 401(k) – 100% match on the first 3% deferred and 50% match on the next 2%
• Life & AD&D Insurance
• Short-Term and Long-Term Disability Insurance
• PTO – 80 hours, increasing after 2 years of employment
• Paid Sick Leave in accordance with applicable California law and company policy
• 8 paid holidays per year
• Employee Development Program

Equal Employment Opportunity & Accommodations

DYADlaw, P.C. is an Equal Opportunity Employer. Employment decisions are made without regard to any characteristic protected by applicable federal, California, or local law.

Qualified applicants and employees must be able to perform the essential functions of the position with or without reasonable accommodation. DYADlaw, P.C. provides reasonable accommodations as required by applicable law.

Join our team and help us Define Your American Dream.

Compensation:

$19 - $23 hourly

Qualifications

• Bilingual proficiency in English and Spanish required due to regular communication with English- and Spanish-speaking clients and review of documents in both languages.
• Associate's degree or 1–3 years of administrative or clerical experience; experience in a legal or professional services environment is preferred.
• Strong organizational and time-management skills.
• Excellent attention to detail and ability to maintain accurate documentation.
• Strong written and verbal communication skills.
• Comfortable using office technology, digital document systems, and case management software.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Professional, adaptable, proactive, and collaborative.
• Ability to maintain confidentiality when working with sensitive information.
• Commitment to DYADlaw's mission and values and to serving immigrant communities with integrity.

Responsibilities

• Serve as a point of contact for clients, visitors, and guests while providing professional and courteous service.
• Maintain an organized, professional, and welcoming office environment.
• Assemble and distribute client welcome packets and final application packets.
• Organize and prepare case documents for legal review, including tables of contents, cover letters, and case files.
• Assist with FOIA requests and FBI fingerprint submissions.
• Process incoming and outgoing mail and coordinate in-person client appointments.
• Assist with USCIS correspondence and other administrative case-related communications as assigned.
• Support attorneys and the Team Lead with scheduling, meetings, appointments, and deadline coordination.
• Maintain and update tasks, notes, and documents within the case management system.
• Process payments and maintain accurate transaction records when applicable.
• Prepare and organize reports, correspondence, and other administrative documents.
• Coordinate with other departments on shared tasks and initiatives.
• Identify opportunities to improve administrative processes and client service.
• Maintain confidentiality and appropriately handle sensitive client information and legal documents.
• This position provides administrative support only and does not independently provide legal advice or make legal determinations.